Ark-Tex Council Of Governments

AGENDA

Ark-Tex Council of Governments
Board of Directors Meeting
JUNE 28, 2018

The Board of Directors of the Ark-Tex Council of Governments (ATCOG) will meet at 10:00 a.m., Thursday, June 28, 2018, at Sulphur Springs City Hall, 201 N. Davis, Sulphur Springs, Texas, hosted by the Honorable Emily Glass, Councilwoman, City of Sulphur Springs.
Item 1. Call to order.
Item 2. Invocation.
Item 3. Self-introductions.
Item 4. Approve the minutes as submitted of the Ark-Tex Council of Governments Board of Directors Meeting held Thursday, March 29, 2018, in Mt. Vernon, Texas.

Review and Comment
Item 5. Review and comment on Environmental Assessments to the Texas Commission on Environmental Quality (TCEQ) for proposed Air Quality Permit Renewals by the following: (see page 7 – to be presented
by staff member Paul Prange)
a. Ward Timber, Ltd. to authorize modification of the existing Sawmill located at 1154 Hwy 155 West, Linden, Cass County, Texas.
b. Potter Industries, LLC. To permit continued operation of a glass bead manufacturing facility located at 1601 19th St. NW, Paris, Lamar County, Texas.
Item 6. Review and comment on an application by Sulphur Springs Independent School District to the US Department of Health and Human Services, Office of Head Start for a grant of $33,371, to be matched with $8,343 cash and in-kind, for a Cost of Living Adjustment for 2018-2019 to be presented by staff member Toni Lindsey.

Regular Business
Item 7. Review and consider annual approval of ATCOG’s Financial Statements and Auditor’s Reports for the 12-month period ending September 30, 2017. (Copies of proposed Audit to be distributed at Board
meeting.) (To be presented by Chris Pruitt of Pattillo, Brown & Hill, LLP, as introduced by a staff member Melinda Tickle)
Item 8. Review and consider annual approval of the Investment Policy that establishes procedures to be followed in investing funds for ATCOG. (See attachment 1 – page 14) (To be presented by staff member Melinda
Tickle)
Item 9. Review and consider approval of the proposed Salary Schedule for ATCOG for the fiscal year ending September 30, 2019. (See attachment 2 – page 18) (To be presented by staff member Melinda Tickle)
Item 10. Review and consider approval of increased insurance rates with Texas Municipal League Multistate Intergovernmental Employee Benefits Pool (TMLIEBP) for Plan Year 2018-2019. (See attachment 3 – page 19) (To be presented by staff member Leslie McBride)
Item 11. Review and consider approval of the ATCOG Housing Choice Voucher Program Annual Plan. (See attachment 4 – page 22) (To be presented by Executive Director Chris Brown)
Item 12. Review and approve the use of the risk-based formula as the method for allocating FY2018 Homeland Security Grant Program (HSGP) funds to eligible jurisdictions. (See attachment 5 – page 30) (To be
presented by staff member Whitney Fezell)
Item 13. Review and approve revisions to the Homeland Security Advisory Committee (HSAC) Bylaws. (See attachment 6 – page 32) (To be presented by staff member Whitney Fezell) Item 12. Review and approve the use of the risk-based formula as the method for allocating FY2018 Homeland Security Grant Program (HSGP) funds to eligible jurisdictions. (See attachment 5 – page 30) (To be presented by staff member Whitney Fezell)
attachment 6 – page 32) (To be submitted by staff member Whitney Fezell)

Announcements
The next Executive Committee Meeting will be held Thursday, July 26, 2018, at 10:00 a.m., at the Titus County Extension Office, Mt. Pleasant, Texas.
Pursuant to the Texas Open Meeting Act, Government Code Chapter 551 one or more of the above items considered in executive session closed
to the public, including but not limited to consultation with attorney pursuant to Texas Government Code Section 551.071 and Section 551.074 arising out of the attorney’s ethical duty to advise ATCOG concerning legal issues arising from an agenda item. Any decision held on such matter will be taken or conducted in open session following the conclusion of the executive meeting.
Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Administration at 903-832-8636 two (2) workdays before the meeting so they can make appropriate arrangements.
All agendas are sent electronically and available at www.atcog.org. Should any Board Member need a copy printed and available at the meeting, please call 903/255.3555 or email athurston@atcog.org.

MINUTES
ARK-TEX COUNCIL OF GOVERNMENTS
BOARD OF DIRECTORS MEETING
MARCH 29, 2018
The Board of Directors of the Ark-Tex Council of Governments (ATCOG) met at 10:00 a.m., Thursday, March 29, 2018, at the Franklin County Law Enforcement Training Center, hosted by the Honorable Scott Lee, Judge
Franklin County, Texas.
Item 1. President L.D. Williamson, Judge, Red River County, called the meeting to order.
Item 2. Brady Fisher, Northeast Texas Resource Conservation & Development, gave the invocation.
Item 3. Judge Lee welcomed everyone to Mt. Vernon and introduced a few County representatives in attendance. Each attendee introduced themselves at this time.
Item 4. The next order of business was to approve the minutes as submitted by the Ark-Tex Council of Governments Board of Directors meeting held Thursday, December 14, 2017, in Sulphur Springs, Texas.
Motion to approve made by Robert Newsom, Judge, Hopkins County, and seconded by Judge Lee.
The minutes were approved as submitted.

Regular Business
Item 5. Whitney Fezell, Homeland Security Coordinator, presented for consideration approval of prioritization of 2018 Homeland Security Grant Program funds as recommended by the ATCOG Homeland Security
Advisory Committee on March 27, 2018.
Motion approve made by Mr. Fisher and seconded by Ann Rushing, Mayor, City of Clarksville. It passed.
Item 6. Lisa Reeve, Area Agency on Aging Manager, presented for consideration approval of the appointment of one new member to the Area Agency on Aging Regional Advisory Council to fill a vacancy as the Red
River County Representative.
Motion to approve Ms. Tammy Lawing as the representative made by Mayor Rushing, who stated Ms. Lawing is very experienced with the Aging Community and will do an excellent job, and seconded by Mr. Fisher. It was approved.

Other Business
Item 7. Chris Brown, Executive Director, presented for approval ratification of participation agreements between Frontier Energy, Inc. and ATCOG.
Judge Williamson stated this program is a big help in our region, as well as southern regions of Texas. Motion to approve made by Chuck Superville, Judge, Lamar County, and seconded by Ralph Robertson, Mayor Pro Tem, City of Mt. Vernon. It passed.
Item 8. Mr. Brown presented an Executive Directors report for review of the following:
a) Homeland Security Score sheets
b) Area Agency on Aging Regional Advisory Committee meeting minutes
c) FY17 CSEC Compliance Assessment
d) Strategic Plan/Program Updates. Mr. Brown provided an in-depth update on each program and
department within the COG

There were some questions regarding the 2020 Census. ATCOG will be the Census Depository, so Mr. Brown asked everyone to contact the COG with any questions or assistance they need. There is a $30,000 re-districting fee to have an outside agency handle this. Working with ATCOG will greatly
reduce this fee.

These items were for information only, so no action was required.

Announcements
Judge Williamson notified the Board to be aware of new Telemedicine requirements that will need to be in place by 2020. It will allow inmates to be evaluated almost immediately for placement. There was also discussion on tire disposal throughout the region. Paul Prange, Environmental Services Coordinator, explained he would be arranging a clean-up event in FY19. There is also a tire processing facility in the works west of New Boston, which plans to process 30,000 tires per month once operational.
Mr. Brown announced the Northeast Texas Regional Alliance would be meeting on June 6, 2018, at the Mt. Pleasant Civic Center. The Texarkana Chamber of Commerce will be selling tickets, so please contact them to support this event.

Judge Williamson announced the next Executive Committee Meeting would be Thursday, April 26, 2018, at 10:00 a.m. in Mt. Pleasant, with a Northeast Texas Rural Planning Organization Meeting, held at 9:00 a.m. on
the same day.

There were no other announcements, so Mayor Pro Tem Robertson made the motion to adjourn and seconded by Mayor Rushing. The meeting adjourned.

EXECUTIVE COMMITTEE MEMBERS PRESENT
L.D. Williamson, Judge, Red River County
M.C. (Chuck) Superville, Jr., Judge, Lamar County
Lynda Munkres, Judge, Morris County
Becky Wilbanks, Judge, Cass County
Scott Lee, Judge, Franklin County
Robert Newsom, Judge, Hopkins County
Brian Lee, Judge, Titus County
Ann Rushing, Mayor, City of Clarksville
Ralph Robertson, Mayor Pro Tem, City of Mt. Vernon
Billy Trenado, Councilman, City of Paris
Brady Fisher, Northeast Texas Resource Conservation & Development District
Scott Norton, TexAmericas Center
Stan Wyatt, Northeast Texas Municipal Water District
BOARD MEMBERS PRESENT
Darren Braddy, Mayor, City of Cooper
Robert Douglas, Delta County MUD
GUESTS PRESENT
Reece DeWoody, Office of Senator John Cornyn
Travis Ransom, Mayor, City of Atlanta
Sam Young, Franklin County Commissioner
Charlie Emerson, Franklin County Commissioner
Jerry Cooper, Franklin County Commissioner
Larkin Jumper, Franklin County Commissioner
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Katie Stump, Franklin County Judge’s Assistant
Doyce Winchester, TDEM
Lou Antonelli, Clarksville Times
STAFF PRESENT
Chris Brown, Executive Director
Mary Beth Rudel, Deputy Director
Amber Thurston, Executive Assistant
Lisa Reeve, Area Agency on Aging Manager
Mae Lewis, Housing Manager,
Leslie McBride, Human Resources Manager
Patricia Haley, Criminal Justice Coordinator
Paul Prange, Environmental Resources Coordinator
Whitney Fezell, Homeland Security Coordinator
Vickie Williamson, Regional Development Coordinator
__________________________________
L.D. Williamson, President
Ark-Tex Council of Governments
ATTEST:
____________________________
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ARK-TEX COUNCIL OF GOVERNMENTS
APPLICATION / PROJECT STAFF REVIEW FOR
ENVIRONMENTAL ASSESSMENT
Project SAI No: TX-R-20180605-0001-05 Date Received: 6-11-18 Staff Assignment:
Paul Prange
Applicant: Ward Timber, Ltd.
Project Description: Ward Timber, Ltd. has applied to the Texas Commission on Environmental Quality for the issuance of Air Quality Permit 152115, which would authorize modification of the existing Sawmill located at 1154 Highway 155 West, Linden, Cass County, Texas. The current facility will emit the following air contaminants: particulate matter including matter with diameters of ten microns or less and 2.5 microns or less, organic compounds, carbon monoxide, nitrogen oxides, lead and sulfur dioxide.

PROJECT/EA REVIEW:
The area to be served: Linden, Cass County, Texas.

Does the project comply or furnish reasonable assurances of compliance with applicable federal, state, and local laws, regulations, and ordinances? Yes. The TCEQ executive director has determined that the application
is administratively complete and will conduct a technical review of the application.

Is the project consistent with state, areawide, and local planning or does it contribute toward goals or objectives identified at one or more of governmental levels? Yes. This permit renewal application meets all
statutory and regulatory requirements.

Has this project been coordinated through the Texas Commission on Environmental Quality? Yes, coordination is in progress.

Does the project address a clearly defined need and does the plan take into account preservation of the environment? There is a clearly defined need for the continued operation of the sawmill. Ward Timber employs
approximately 120 citizens and provides valuable wood products to consumers throughout the nation. This facility has been in operation since 1978 and is the largest hardwood sawmill in the State of Texas. All guidelines required by TCEQ to protect the environment followed, and minimal disruption of the environment expected.

Is the project likely to produce any significant adverse effects on the environment? No. The TCEQ has determined that the emissions of air contaminants from this facility will not violate any state or federal air quality regulations and will have no significant adverse impact on soils, vegetation, wildlife or visibility.

Do the anticipated accomplishments of the project justify the disruption to the environment? Yes. This plant is currently operating at a 97% usage rate, leaving little to no waste of resources. Modifications include the installation of two dry kilns, a dip tank, and a new building to allow the timber to cure onsite. The mill has received numerous safety awards and routinely hosts educational tours to promote awareness about conservation and timber management practices. The disruption of the environment is minimal compared to the benefits provided.

STAFF ASSESSMENT OF ENVIRONMENTAL IMPACT: The permit will not create any significant detrimental impact to the environment, as determined by TCEQ.

RECOMMENDED COMMENT: The staff advocates and supports this Air Quality Permit by Ward Timber Ltd.

RESOLUTION NO. BD18-009
RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS WITH REVIEW AND COMMENT ON THE ISSUANCE OF AIR QUALITY PERMIT NO. 152115, FOR WARD TIMBER, LTD., BY THE TEXAS COMMISSION ON ENVIRONMENTAL QUALITY TO AUTHORIZE MODIFICATION TO THE SAWMILL LOCATED AT 1154 HIGHWAY 155 WEST, LINDEN, CASS COUNTY, TEXAS.

WHEREAS, under Section 204 of the Demonstration Cities and Metropolitan Development Act of 1966 and Title IV of the Intergovernmental Cooperation Act of 1968, the Ark-Tex Council of Governments designated as the areawide agency to review specific projects; and

WHEREAS, it is desirable and in the public interest that the Ark-Tex Council of Governments reviews the development plans for their consistency with the overall development of the Region, and any environmental impacts resulting wherefrom.

NOW, THEREFORE BE IT RESOLVED BY THE ARK-TEX COUNCIL OF GOVERNMENTS:
Section 1 – That the Board of Directors recognizes the Executive Director as the Authorized Official, and he has the power to comment upon projects having an environmental impact. The Board of Directors has reviewed this application, and can reasonably be approved.
Section 2 – That the permit mentioned above is desirable and needed for continued development in the Region.

REVIEWED AND APPROVED THIS 27TH DAY OF JUNE, 2018
______________________________________
L. D. Williamson, President
Ark-Tex Council of Governments
ATTEST:
______________________________
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ARK-TEX COUNCIL OF GOVERNMENTS
APPLICATION / PROJECT STAFF REVIEW FOR
ENVIRONMENTAL ASSESSMENT
Project SAI No: TX-R-20180615-0002-05 Date Received: 6-15-18 Staff Assignment:
Paul Prange
Applicant: Potters Industries Inc.

Project Description: The application to the Texas Commission on Environmental Quality (TCEQ) is for renewal of Air Quality Permit No. 35322, which would authorize continued operation of a Glass Beads Manufacturing Facility located at 1601 19th Street Northwest, Paris, Lamar County, Texas. The existing facility is permitted to emit the
following air contaminants: carbon monoxide, nitrogen oxides, organic compounds, particulate matter with diameters of ten microns and 2.5 microns or less and sulfur dioxide.

PROJECT/EA REVIEW:
The area to be served: Paris, Lamar County, Texas

Does the plan comply or furnish reasonable assurances of compliance with applicable federal, state, and local laws, regulations, and ordinances? The TCEQ executive director has determined that the application is
administratively complete, and will conduct a technical review.

Is the project consistent with state, areawide, and local planning or does it contribute toward goals or objectives identified at one or more of governmental levels? Yes. This permit application meets all statutory and
regulatory requirements.

Has this project been coordinated through the Texas Commission on Environmental Quality? Yes, coordination is in progress.

Does the project address a clearly defined need and does the plan take into account preservation of the environment? There is a clearly defined need for the continued production of glass beads at this facility, which employs approximately 25 people. The most common use for this product is as a reflective additive in paint used on airport runways to enhance visibility. All guidelines required by TCEQ are followed to protect the environment.

Is the project likely to produce any significant adverse effects on the environment? No. The renewal of the Air Quality Permit will not result in an alarming increase in allowable emissions. High-efficiency filters located in a series of baghouses significantly reduce the levels of particulate matter released into the surrounding air.

Do the anticipated accomplishments of the project justify the disruption to the environment? Yes. Potters Industries Inc. acquired this facility in early 2007, formerly known as Flexolite. The company has taken measures to
increase efficiency while simultaneously reducing the levels of emissions into the environment. The disruption of the environment is minimal compared to the accomplishments.

STAFF ASSESSMENT OF ENVIRONMENTAL IMPACT: The permit renewal application will not create any further significant detrimental impact to the environment as determined by TCEQ.

RECOMMENDED COMMENT: Staff recommends support of this permit renewal application for Potters Industries Inc.

RESOLUTION NO. BD18-010
RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS WITH REVIEW AND COMMENT ON PROPOSED RENEWAL OF AIR QUALITY PERMIT APPLICATION NO. 35322 BY POTTER INDUSTRIES LLC. TO AUTHORIZE THE CONTINUED OPERATION OF A GLASS BEADS MANUFACTURING FACILITY LOCATED AT 1601 19TH STREET NORTHWEST, PARIS, LAMAR COUNTY, TEXAS.

WHEREAS, under Section 204 of the Demonstration Cities and Metropolitan Development Act of 1966 and Title IV of the Intergovernmental Cooperation Act of 1968, the Ark-Tex Council of Governments are designated as the areawide agency to review specific projects; and WHEREAS, it is desirable and in the public interest that individual development plans be reviewed
by the Ark-Tex Council of Governments for their consistency with the overall development of the Region, and any environmental impacts resulting wherefrom.

NOW, THEREFORE BE IT RESOLVED BY THE ARK-TEX COUNCIL OF GOVERNMENTS:

Section 1 – That the Board of Directors recognizes the Executive Director as the Authorized Official, and he has the power to comment upon projects having an environmental impact. The Board of Directors reviewed this application and can reasonably be approved.
Section 2 – That the above permit is desirable and needed for continued development in the Region.

REVIEWED AND APPROVED THIS 28TH DAY OF JUNE, 2018.
______________________________________
L. D. Williamson, President
Ark-Tex Council of Governments
ATTEST:
______________________________
10
ARK-TEX COUNCIL OF GOVERNMENTS
APPLICATION / PROJECT STAFF REVIEW
Project SAI No:
TX-R-201806-19-0001-05
Date Received:
06-19-2018
Staff Assignment:
Toni Lindsey
Applicant: Sulphur Springs Independent School District
Project Title: Loan
Head Start COLA Supplemental Application, 2018-19 Grant X
Pre-Application
Continuation
PROJECT DESCRIPTION:
Proposed Activity: Continue to provide Head Start and restore enrollment for 179 three and four-year-old children and families within the Sulphur Springs ISD.

Budget: Amount Source / Funding Agency
Federal $33,371 Department of Health and Human Services, Office of Head Start State Local Applicant 8,343 In-Kind Other Total $41,714

Personnel Required: Personnel increases not included in this application. According to the agency’s most current Wage Comparability Study, the agency pays comparable salaries for designated positions within the organization; therefore, increasing each staff salary by 2.6% would exceed equal wages for like/similar jobs with other staff that have comparable experience within the agency and surrounding area.

PROJECT REVIEW: (PROVIDE ADEQUATE DETAIL)

The area to be served:
Boundaries of Sulphur Springs Independent School District

Does the project comply or furnish reasonable assurances of compliance with applicable federal, state, and local laws, regulations, and ordinances?
Yes.
Assurances included with the original application. Is the project consistent with state, areawide, and local planning or does it contribute toward goals or objectives identified at one or more of governmental levels?
Yes. Application approved by Policy Council and Board of Trustees.

Does the project address a clearly defined need?
Yes. The federal budget for FY 2018-19 has provided for a COLA increase of 2.6% in the following areas:
Maintenance and update to Douglass playground area – $7,500; Playground Equipment – $13,046; Lobby Furnishings at Douglass ECLC – $5,000; TV w/DVD for Clinic & Conference Room at Douglass ECLC – $2,000; 4 Shark Vacuum Cleaners for Douglass ECLC – $1,200; Update/Replace Safety Seats on Buses (30 seats) – $4,625; Volunteer hours and Community Donations totaling $8,343 for all Head Start employees. This grant application intends to apply for those funds. There are 48 full-time and part-time Head Start staff in the Sulphur Springs Head Start program.
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PAGE TWO
Is the project likely to produce any significant adverse effects on the environment?
No.
Are the project’s goals identified, specific, measurable, and achievable?
Yes
Utilize the COLA increase allowed in the federal FY 2018-19 budget.
Does the proposal demonstrate a feasible delivery strategy?
Yes
The Head Start program is a center-based program to meet the needs of the community best. The design offers full day, five days per week, part-year program and operates 6 hours per day. The yearly schedule corresponds with the SSISD board-approved calendar over the course of ten months. Children attend class 180 days annually to meet state instructional standards. The program is currently 179 three and four-year-old children. The Head Start program is in the SSISD ECLC which is at 390 Hillcrest Street.
Does the project contribute to a balanced delivery of services among political subdivisions covered by the application?
Yes
Areas served are within the boundaries of the Sulphur Springs ISD.
Do the anticipated accomplishments of the project justify the sum of funds requested?
Cost / Benefit Analysis)
Yes
Maintenance and update to Douglass playground area – $7,500; Playground Equipment – $13,046; Lobby Furnishings at Douglass ECLC – $5,000; TV w/DVD for Clinic & Conference Room at Douglass ECLC – $2,000; 4 Shark Vacuum Cleaners for Douglass ECLC – $1,200; Update/Replace Safety Seats on Buses (30 seats) – $4,625; Volunteer hours and Community Donations totaling $8,343 for all Head Start employees. This grant application intends to apply for those funds. There are 38 full-time and part-time Head Start staff in the Sulphur Springs Head Start program.
Does the applicant’s prior performance indicate a high probability that the proposed objectives will happen?
Yes
The program has been in operation for over 20 years serving children and families.
Additional Information:
STAFF RECOMMENDATIONS:
Staff recommends approval.
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RESOLUTION NO. BD18-011
RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS WITH REVIEW AND COMMENT ON AN APPLICATION BY SULPHUR SPRINGS INDEPENDENT SCHOOL DISTRICT TO THE DEPARTMENT OF HEALTH AND HUMAN SERVICES, OFFICE OF HEAD START, FOR A GRANT OF $33,371.00, TO BE MATCHED WITH $8,343.00 IN-KIND, TO PROVIDE A COLA FOR HEAD START EQUIPMENT AND SUPPLIES.

WHEREAS, under Section 204 of the Demonstration Cities and Metropolitan Development Act of 1966 and Title IV of the Intergovernmental Cooperative Act of 1968, the Ark-Tex Council of Governments designated as the areawide agency to review individual applications for which federal financial assistance requested, and

WHEREAS, it is desirable and in the public interest that individual development plans reviewed by the Ark-Tex Council of Governments for their consistency with the overall development of the Region.

NOW, THEREFORE BE IT RESOLVED BY THE ARK-TEX COUNCIL OF GOVERNMENTS:
Section 1 – That the submission of an application by Sulphur Springs Independent School District to the Department of Health and Human Services, Office of Head Start, for a grant of $33,371.00, to be matched with $8,343.00 in-kind, for COLA increases for Head Start equipment and supplies has been reviewed by the Board of Directors and can reasonably be expected to become part of the overall regional plan.
Section 2 – That the above improvements are desirable and urgently needed for public safety and welfare.

REVIEWED AND APPROVED THIS 28TH DAY OF JUNE, 2018.
___________________________________
L. D. Williamson, President
Ark-Tex Council of Governments
ATTEST:
__________________________________
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BRIEFING PAPER – ACTION ITEM
ITEM 8:
Review and consider annual approval of the Investment Policy that establishes procedures to be followed in investing funds for Ark-Tex Council of Governments (ATCOG).

BACKGROUND:
In December 2002, the ATCOG Board approved a new Investment Policy. ATCOG normally operates on a reimbursable basis whereby we receive approval for grant funds, we provide services, and then we receive reimbursement of our money from that particular grant.

In the event ATCOG should receive funds in advance, the Investment Policy stipulates how we invest the funds. This Investment Policy was amended in April 2014 designating the ATCOG Finance Manager as the ATCOG Investment Officer. It is the only amendment to the original document approved in December 2002.

DISCUSSION:
The Public Funds Investment Act requires that the ATCOG Board review and approve the Investment Policy annually. It is an opportunity for the Board to make any necessary changes. The Policy is and will remain a part of the Accounting Policies and Procedures Manual.

The Budget/Personnel Committee met June 28, 2018, and approved the Investment Policy for presentation to the Board of Directors at the Board Meeting on June 28, 2018.

RECOMMENDATION:
The Budget/Personnel Committee and staff recommend annual approval of the Investment Policy (copy attached).
Attachment (3 pages)

ATTACHMENT 1
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Ark-Tex Council of Governments Investment Policy
Purpose: The purpose of the policy is to establish the procedures to be followed in investing Ark-Tex Council of Governments funds.
1.0. Policy
It is the policy of the Ark-Tex Council of Governments (ATCOG) to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting ATCOG’s daily cash flow demands and conforming to all federal, state and local statutes governing the investment of public funds.
2.0. Prudence
Investments shall be made with judgment and care, under the circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their affairs, not for speculation, but for investment, considering the probable safety of capital as well as the probable income to be derived. The strategy of the pool is to assure cash flows matched with adequate liquidity.
3.0. Objective and Strategy
The primary objectives, in priority order, of ATCOG’s investment activities, shall be:
(a) Safety: Safety of principal is the foremost objective of the investment program. Investments of the ATCOG shall be undertaken in a manner that
seeks to ensure the preservation of capital.
(b) Liquidity: The ATCOG’s investments will remain sufficiently liquid to
enable the ATCOG to meet all operating requirements which might be
reasonably anticipated.
(c) Yield: ATCOG’s investments will be limited to relatively low-risk securities in anticipation of earning a fair return relative to the risk assumed.
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4.0. Delegation of Authority
The ATCOG’s Finance Manager is hereby designated as the ATCOG’s
Investment Officer. The Investment Officer shall be responsible for the implementation of this policy. The Investment Officer shall attend at least one training session within twelve months of assuming duties. The Investment Officer is granted the authority to deposit, withdraw, invest and manage the program.
5.0. Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program or which could impair their ability to make impartial investment decisions. The Investment Officer shall disclose to the Texas Ethics Commission and the ATCOG’s Board of Directors any personal business relationship or material financial interests with anyone attempting to sell an investment to the ATCOG.
6.0. Authorized and Suitable Investments

The Investment Officer may invest in:
(a) Interest Bearing Checking Accounts at ATCOG’s designated depository
bank;
(b) Eligible Investment Pools; or
(c) Such other investments as the governing body may authorize that are in
accordance with federal and state laws and local statutes.
7.0 Maximum Maturities
To the extent possible, the ATCOG will attempt to match its investments with anticipated cash flow requirements. Unless matched to specific cash flow, the ATCOG will not directly invest in securities maturing more than one year from date of purchase. The dollar-weighted average maturity for the investment pool fund group will not exceed 180 days.
8.0. Internal Control
The Investment Officer shall establish an annual process of independent review by an external auditor. The review will provide internal control by assuring compliance with policies and procedures.
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9.0 Investment Policy Adoption
This policy shall be adopted by the ATCOG’s Board of Directors and shall be reviewed as needed by the Board. Any modifications made thereto must be
approved by the ATCOG Board of Directors.
____________________________
L. D. Williamson, President
Board of Directors
Ark-Tex Council of Governments
ATTEST:
_______________________
17
ATTACHMENT 2
BRIEFING PAPER – ACTION ITEM
ITEM 9:
Review and consider annual approval of the proposed Salary Schedule for Ark-Tex
Council of Governments (ATCOG) for fiscal year ending September 30, 2019.
BACKGROUND:
The State requires that we submit a Salary Schedule by August each year to compare salaries of ATCOG employees with salaries of State employees in equivalent jobs, such salary schedule to be approved by the full Board of Directors. The State will not allow salaries of ATCOG employees to exceed those of State employees in equivalent positions.

DISCUSSION:
All ATCOG employees are paid lower or are at the low-end of the State salary scale. There are no positions at ATCOG that exceed the pay of State employees in equivalent positions. The Budget/Personnel Committee met June 28, 2018, and approved the Salary Schedule for presentation to the Board of Directors at the Board Meeting on June 28, 2018. A handout of the Salary Comparison of ATCOG and State employees will be available at the meeting.

RECOMMENDATION:
The Budget/Personnel Committee and staff recommend approval of the Salary Schedule for submission to the State.
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ATTACHMENT 3
BRIEFING PAPER – ACTION ITEM
ITEM 10:
Review and consider approval of the maximum of $681.92 per month per staff member.
BACKGROUND
The Board of Directors is required to approve all insurance renewal or changes.
DISCUSSION
Current Premium: $592.74/Mo Current Defined Contribution:
$642.74/Month
Current HSA Funds: $50.00/Mo
Premium Effective 10/01/2018: $681.92/Mo
(15% Increase, or $89.18 increase per month)
Employees with Health Insurance as of July 1, 2018: 72 Staff Members
The COG cannot incur the premium increase and continue to deposit funds in the employees’ HSA accounts. The only option to continue to pay 100% of the employees’ health premiums is to increase the defined contribution to $681.92 per month. This will result in the employees no longer receiving funds in their HSA accounts. Employees will have the option to close their HSA accounts or contribute to their HSA accounts through payroll deduction. There is no increase for the dental or life insurances the COG
provides to employees. At this time, this is the only option the COG has been presented. The COG is in the process of reviewing and researching other options that may be a better value.

RECOMMENDATION
Staff is recommending approval of a maximum of $681.92 per month per staff member for health insurance. Staff would also like to ask for permission to proceed with another option should a better value be presented.
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ITEM 11: ATTACHMENT 4
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RESOLUTION NO. BD18-012
RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS FOR APPROVAL OF THE PHA CERTIFICATIONS OF COMPLIANCE WITH THE PHA PLANS AND
RELATED REGULATIONS REGARDING THE 5-YEAR AND ANNUAL PLAN FOR
THE FISCAL YEAR BEGINNING ON OCTOBER 1, 2018.

WHEREAS, the Quality Housing and Work Responsibility Act of 1998 enacted by the U. S. Department of Housing and Urban Development (DHUD) requires the Five-year and Annual Plans be submitted to establish goals and operating procedures for achieving PHA goals within the HCV program.

WHEREAS, the Annual Plan for the fiscal year beginning on October 1, 2018, is now due and must be approved and certified by the Board of Directors; and

WHEREAS, a public meeting was held at 4:00 P.M. on May 25, 2018 to hear comments and/or recommendations for changes in the Plans; and no comments or recommendations were received.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE
ARK-TEX COUNCIL OF GOVERNMENTS:

Section 1 – That the Annual Plan for the fiscal year beginning on October 1, 2018, be approved and submitted.
Section 2 – That this Resolution shall be in effect immediately upon its execution.

REVIEWED AND APPROVED THIS 26
th DAY OF JUNE 2018.
_______________________________________
L.D. Williamson, President
Board of Directors
ATTEST:
_____________________________________
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ATTACHMENT 5
BRIEFING PAPER – ACTION ITEM
ITEM 12:
Review and approve use of the risk-based formula as the method for allocating FY2018 Homeland Security Grant Program (HSGP) funds to eligible jurisdictions.

BACKGROUND:
Previously, the ATCOG Board approved the use of a risk-based formula as the method for allocating FY2018 HSGP funds. There were no issues in the allocation of funding. To date, the State is not requiring COGs to adopt a formula or any other particular method for fund allocations, but utilizing a risk-based formula means ATCOG’s allocation process is factual, objective and in line with the State’s standards.

DISCUSSION:
The ATCOG Homeland Security Advisory Committee met on May 24, 2018, and approved the use of the risk-based formula as the method for allocating FY2019 HSGP funds to eligible jurisdictions. The formula itself will not be changed in any way from last year, but the supporting
data will be updated to capture any changes that might have occurred during the previous 12 months.

Allocation amount ($) = (50% x Risk) + (50% x Population), where Risk = P+V+C.
P = Probability/Impact
Probability is number of severe natural and human caused events in the past 10 years. Natural events are weighted based on the severity of the loss and damage to the jurisdiction while human caused events are weighted by total number of criminal offenses (Unified Crime Report Data) registered in the past 10 years.
V = Vulnerability
The social vulnerability index is used to determine the vulnerability. This vulnerability is based on social, economic, demographic, and housing characteristics that influence a community’s ability to cope with, recover from, and adapt to disruptive events.
C = Critical Infrastructure and Key Resources Locally identified Critical Infrastructure that fit regionally defined definitions. Failure of these critical
infrastructures may be hazardous to the local and regional population, the economy, even national security.
RECOMMENDATION:
Staff and the HSAC recommend approval from the Board to use the risk-based allocation formula as the method for allocating FY2019 Homeland Security Grant Program (HSGP) funds to eligible jurisdictions.
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RESOLUTION NO. BD18-013
RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS TO ADOPT THE USE OF THE RISK-BASED FORMULA AS THE METHOD FOR ALLOCATING FY2018 HOMELAND SECURITY GRANT PROGRAM FUNDS TO ELIGIBLE JURISDICTIONS.

WHEREAS, the ATCOG Board of Directors and Homeland Security Advisory Committee finds it to be in best interest to use the risk-based formula as the method for allocating FY2019 Homeland Security Grant Program funds to eligible jurisdictions;

WHEREAS, the formula is risk-based and is weighted as follows: (50% x Risk) + (50% x Population), where Risk = Probability + Vulnerability + Critical Infrastructure and Key Resources.

NOW, THEREFORE BE IT RESOLVED BY THE ARK-TEX COUNCIL OF
GOVERNMENTS THROUGH VOTE AND APPROVAL BY THE ATCOG BOARD OF
DIRECTORS:

Section 1 – That the ATCOG Board of Directors has approved the continuation of the risk-based formula as the method for allocating FY2019 Homeland Security Grant Program funds to jurisdictions.
REVIEWED THIS 28TH DAY of JUNE, 2018.
______________________________________
L.D. Williamson, President
Ark-Tex Council of Governments
ATTEST:
______________________________
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ATTACHMENT 6
BRIEFING PAPER – ACTION ITEM
ITEM 13:
Review and approve revisions to the Homeland Security Advisory Committee (HSAC) bylaws.
BACKGROUND:
The HSAC shall review the bylaws annually to keep the document current.
DISCUSSION:
The ATCOG Homeland Security Advisory Committee met on May 24, 2018 to review and approve revision to the HSAC bylaws. Clarification to how meetings can be conducted under the Texas Open Meetings Act was made and included in the bylaws. Revisions was made to the quorum, moving the quorum from one half of the total voting membership, to one third of the total voting membership. Clarification was made under Article IV Open Meetings and Records to inform that corresponding HSAC records are
subject to the Texas Public Information Act.

RECOMMENDATION:
The Homeland Security Advisory Committee approved the plan on May 24, 2018, and recommends approval.
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ARTICLE IV – MEETINGS
Regular
1. The HSAC shall meet at least quarterly on a day, time and place specified by the ATCOG Executive Director, the ATCOG HSAC liaison or the HSAC as a whole.
2. HSAC meetings can be conducted in person, via conference call, or via webinar as is allowable by the Texas Open Meetings Act.
3. Written notice, including an agenda, of each regular meeting shall be prepared by the ATCOG HSAC liaison and electronically transmitted to each HSAC member at least five (5) business days before the meeting date.
Special
1. The HSAC shall meet specially if called by the ATCOG Executive Director, the ATCOG HSAC liaison, the HSAC Chair or requested in writing by at least onethird of the membership, excluding vacancies, of the HSAC.
2. A request by the membership for a special meeting must be in writing, addressed to the Chair, and describe the purpose or purposes of the meeting. Only that business reasonably related to the purpose or purposes described in the request may be conducted at a special meeting.
3. Notice of any special meeting shall be given at least seventy-two (72) hours prior to the special meeting.
4. Special meetings can be conducted in person, via conference call, or via webinar as is allowable by the Texas Open Meetings Act.
Quorum and Action
1. One third of the total voting membership, excluding vacancies, constitutes a quorum for conducting HSAC business.
2. A majority vote of the members present at a meeting at which a quorum is present is necessary for action by the HSAC. During a meeting at which a
quorum has been established, and then subsequently lost due to members
leaving, all remaining business items requiring a HSAC vote or action must be postponed until next scheduled meeting at which a quorum is established.
Open Meetings and Records
1. All meetings of the HSAC shall be open to the public. The meetings are subject to the Texas Open Meetings Act and corresponding records are subject to the Texas Public Information Act. The HSAC Chair has the option of closing the meetings when homeland security tactical issues are being discussed or when deemed necessary for confidentiality purposes.
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RESOLUTION NO. BD18-014 RESOLUTION OF THE ARK-TEX COUNCIL OF GOVERNMENTS TO ADOPT REVISIONS TO THE ARK-TEX COUNCIL OF GOVERNMENTS HOMELAND SECURITY ADVISORY COMMITTEE BYLAWS.
WHEREAS, the Homeland Security Advisory Committee (HSAC) is an advisory subcommittee of the ATCOG Board of Directors;
WHEREAS, the bylaws of the committee regulate committee affairs and the behavior of its members.
NOW, THEREFORE BE IT RESOLVED BY THE ARK-TEX COUNCIL OF
GOVERNMENTS:
Section 1 – That the ATCOG Board of Directors approved the HSAC bylaw revisions as shown on the attachment; and
Section 2 – That all other previous bylaws adopted by the ATCOG Board of Directors are now null and void.
REVIEWED AND APPROVED THIS 28th DAY OF June, 2018.
______________________________________
L.D Williamson, President
Ark-Tex Council of Governments
ATTEST:
______________________________
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